Cal Poly Pomona


Recruitment No. 50768
Classification Title Administrative Support Coordinator I
Collective Bargaining Unit CSUEU/Bargaining Unit 7
College/Department Admissions and Outreach  
Timebase Full-time
Type of Appointment Probationary
Application Materials Required University Application, and Resume and Cover Letter required
Classification Salary Range $2,846 - $4,268
Anticipated Hiring Range $2,846 - $3,320
Recruitment Closing Date 9/8/14


The Office of Admissions and Outreach is an organizational unit of the Division of Student Affairs, which strives for excellence through a student-centered philosophy.  The division has adopted a set of values that every Student Affairs staff member is responsible for promoting.


The Assistant for Admissions and Outreach will provide administrative support to the Director of Outreach and School Relations and the Associate Director of Non-Resident Admissions and Outreach, with frequent contacts with all levels of management, administration, students, parents and off campus agencies which involves complex secretarial and administrative work in support of office operations for approximately 40 staff; use judgment and initiative in anticipating the needs of both the Director and Associate Director; responsible for typing a variety of correspondence from verbal and written instruction; maintain an extensive and complex filing and tickler system for speedy retrieval; receive, screen and address incoming mail, telephone calls, appointments and walk-ins for all managers; maintain budget information regarding supplies and monitors expenditures of funds; maintain office supplies, which includes ordering supplies as needed; maintain office inventory including office equipment and schedules maintenance and repair of equipment. The incumbent will work independently to schedule and maintain the calendars of both managers; arrange individual and group meetings; maintain a schedule of weekly and monthly meetings, which may involve administrators, staff or parents. Under the direction of the managers, respond to phone calls and on-site visits from students, parents, student advocates, professors, deans, regarding student status; access PeopleSoft to ascertain various student information to facilitate resolution of any problems; coordinate and/or compile department activities, programs or events; prepare, maintain and reconcile program budgets and other financial data; compile and prepare various reports using office support technology and systems such as word processing, desktop publishing, spreadsheets, and databases to produce results. The incumbent will process standard and electronic mail, prepare and compose correspondence, reports, and other documents; create and maintain standard and electronic records, files and record keeping systems; make travel and other arrangements; order and maintain supplies; troubleshoot office technology problems and systems; perform other general office support and maintenance activities; utilize the PeopleSoft student database to obtain student information, but is not limited to admissions status, document requirements and deadlines; this position also requires that the incumbent be familiar with CSU Mentor (web-based admissions/outreach/application database) and the ASSIST web-based database for community college articulation and breadth requirements and able to disseminate that information to prospective students; solve lower level problems, questions and concerns as related to guest relations; provide guidance, information to callers and walk in guest, to include prospective students, parents, counselors, faculty and staff from the campus departments, and the external community. Accurately assess students’ needs; identify and resolve lower level problems and situations; identify alternatives; communicate/collaborate with other departments and refer as appropriate to departments and/or individuals; coordinate the preparation of monthly attendance reports for the Admission Office employees and CDO48’s for student assistants. The incumbent will participate in all Admissions and Outreach, Enrollment Cluster and divisional staff development and staff meetings, and attend all major departmental events such as Preview Day, Transfer Track and CSU Counselor Conferences, Middle School Conferences to ensure full staff workload sharing to promote the University; adheres to laws and policies established in regard to computer data, records, accounting and personnel by the California State University, Cal Poly Pomona, and the office of Admissions and Outreach to show sensitivity and appropriate conduct as a University employee.    


High School diploma or its equivalent AND four years of progressively responsible experience in general office clerical or secretarial work or the equivalent; thorough, detailed knowledge of applicable university infrastructure, policies, and procedures; thorough knowledge of English grammar, punctuation and spelling; thorough knowledge of office systems and ability to use broader range of technology, systems, and software packages; ability to independently handle multiple work unit priorities and projects;  ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist; working knowledge of budget policies and procedures.  Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.  Ability to draft and compose correspondence and standard reports and the ability to handle effectively a broader range of interpersonal contacts including those at a higher level and those sensitive in nature.

Finalists for this position may be required to submit to and successfully pass a background check prior to being hired.


Bachelor’s degree and experience working in higher education.


Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and covered veteran status.


Cal Poly Pomona hires only individuals lawfully authorized to work in the United States.

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal Poly Pomona Annual Security and Fire Safety Report is available at:


The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.


Achieving Excellence as a Learning-Centered University